Symptom · 01
Repeated administrative work across tools
Copying data between systems, reconciling lists and processing documents can involve repeated manual steps. Automation needs to account for exceptions and the human review required.
Connect your tools and automate repetitive tasks.
We connect information from email, forms and documents to records, tasks and follow-ups in your tools. For teams repeating manual data entry and updates: we review the process and build the workflow around their actual operations.
Tell us about your project →
or write to us at info@theoptimalflow.com
We start with a few questions to understand your context and suggest the next step
- Forms
- Documents
- Workflow
- Records
- Tasks
- Follow-ups
- Email — Workflow
- Forms — Workflow
- Documents — Workflow
- Workflow — Records
- Workflow — Tasks
- Workflow — Follow-ups
60–80%
time saved on repetitive admin processes
Indicative estimate based on results we have measured; varies by project.
5–10×
more operational volume without hiring more staff
Indicative estimate based on results we have measured; varies by project.
2–6 wk
from diagnostic to first workflow in production
Indicative timeline estimated from results we have measured; depends on scope and integrations.
The problem
Work the business has outgrown, but nobody dares touch.
When a company grows faster than its operations, admin processes are compensated with human hours. What once worked with three people and a couple of Excel sheets is now eight people doing the same thing by hand. This is what we find when we enter.
Symptom · 02
We calculate invoice-processing costs using data from your operations: staff time, systems, approvals and exception handling.
Symptom · 03
An email without an owner can go without follow-up.
We classify and route messages so each request has a next step.
Symptom · 04
Automation can reduce repetitive work.
We identify which tasks can be automated, which exceptions need review, and how to measure the outcome.
How we help
Three fronts where savings show up first.
The stack
The four platforms we automate best with.
Each workflow is built with the tool that fits the case best, from the simplest Zap to a self-hosted pipeline with thousands of daily runs.
The process.
We have worked with more than 200 clients. Each stage has deliverables before the next begins and is carried out in collaboration with the client's team.
01→
Diagnostic
We audit existing processes and the current stack. We map bottlenecks and optimization opportunities to define priorities and reduce risks in the following stages.
02→
Planning
We define target architecture, rollout plan, roles, and metrics before getting into the weeds.
03→
Build
We execute in short iterations with your team. We create, adapt, and integrate with your existing tools.
04→
Rollout
We start with a test and expand after validation. We train your team so adoption feels natural.
05✓
Follow-through
We measure and listen to feedback throughout so the result truly becomes yours.
Client case studies
Processes we have automated for clients.
Services
ExpertPericial
Automation of expert appraisal case management with Make and AI
+40
cases per day automated
Finance
Valerza S.A.
Financial advisory chatbot on WhatsApp to pre-qualify leads and free up the human team
24/7
automated initial advisory
Automotive
Energy Corse
Turning audio with technical details and track results into structured data inside Notion
100%
sessions from the first month digitized without manual errors
Why us
Not another consulting firm.
Holistic approach
We see every process as part of a whole. We act as change catalysts combining innovation, diversity, and radical honesty to build real solutions aligned with our clients' goals.
Optimization as the standard
We believe in turning complexity into intuitive systems where every gear runs naturally, maximizing the time, resources, and creativity of the people using them.
Partners, not clients
We co-create with your internal team to build tailored solutions that prioritize long-term impact over short-term wins.
Let's talk.
Book a free intro session so we can understand where you stand and how we can help. No strings attached.
Contact →
or write to us at info@theoptimalflow.com